Financial Planning Administrator (client facing) in Cambridge

The Financial Planning Administrator (known internally as a Client Experience Executive) provides support to Clients, Directors, Financial Planners (FPs) and Client Relationship Managers (CRMs). The job holder is based at MM Wealth's office in Girton, Cambridge.

Responsibilities

• Liaising with Head of Client Experience to establish workloads and priorities.
• Execution of client instructions (such as New Business, Withdrawals) within SLAs as instructed by relevant Director, FP or CRM.
• Taking ownership and accountability for maintaining and updating client records securely using relevant systems (i.e. Intelliflo, Smartsheet, Figaro).
• Process and manage client documentation i.e. Wills, Share Certificates, efficiently and accurately.
• Reviewing and cleansing data on core systems (individually and/or in bulk) including exporting and manipulating data.
• Accurately preparing documents such as meeting notes/PAS, valuations, meeting packs, fee requests and ad-hoc/regular invoices in line with SLAs.
• Coordinate/attend client meetings and manage FP/CRM calendars.
• Communicate with clients in a professional manner including meeting and greeting clients who attend the office.
• Ensure all meeting rooms are prepared in advance of meetings, including setting up associated technology as required. Provide beverages and/or lunch and ensure rooms are returned to their original state after use.
• Update and maintain whiteboard with daily meetings.
• Handle all enquiries (email or telephone), providing excellent service and addressing their needs effectively.
• Processing incoming post/deliveries and distributing as appropriate.
• Processing outgoing post, including special deliveries.
• Completion of mass mailings as required (post, email, via back-office system).
• Processing the quarter end Management Fees and coordinating with the FPs/CRMs on any queries.
• Effective communication with third party custodian/providers to track business through to completion.
• Provide support, assistance and cover for colleagues as reasonably necessary to deliver the company objectives.
• Comply with the Education Policy.
• Comply with the relevant Conduct Rules, as per the Senior Managers & Certification Regime.
• Adhere to the Company handbook at all times.
• Adhere to compliance requirements and procedures as guided by Risk Management and the Financial Conduct Authority regulator (FCA).

Essential requirements

It is essential that you have the following:

• Skills: Ability to work using your own initiative, problem-solving and decision-making abilities; excellent verbal and written communication skills, planning and organisational skills, experience in MS Office systems, i.e. Word, Excel, Outlook.
• Experience: Experience of working in a busy and dynamic office environment, of managing a busy and varied workload, working to deadlines with changing priorities. It would be desirable to have experience in using a back-office system, e.g. Intelliflo.
• Personal Qualities: Self-motivated and pro-active, ability to cope under pressure, ability and willingness to maintain a professional standard, positive can-do work ethic.
• Qualifications & Training: Willingness to achieve and maintain a level of competence as required by the business. Complete all training prescribed by the firm within the timescales given. Adhere to compliance requirements and procedures as guided by Risk Management and the Financial Conduct Authority regulator (FCA). To attain CII R01 - Financial Services, Regulations & Ethics exam. It would be desirable if you already hold the CII R01 qualification and are working towards the CII Level 4 Diploma in Financial Planning.